PAO Administrative Coordinator

Finnegan•Palo Alto, CA

2d•$31 - $33•Onsite

About The Position

The Administrative Coordinator creates a positive first impression as a representative of the firm. This position greets and screens visitors, answers, and directs calls to the appropriate personnel, and schedules and coordinates conference rooms and meeting room logistics, such as catering, AV/VC, and facilities. This position also provides facilities support for the Palo Alto office including copy, fax, mail, supply, and facilities maintenance services.

Requirements

High school degree or equivalent required
Experience with multi-line phone systems preferred
High-touch customer service skills, a polished, professional demeanor, and demonstrated prior experience in a professional services environment
Proficiency in Microsoft Office, Adobe Acrobat, Internet, and Intranet.
Strong data entry and word processing skills
Excellent attention to detail and accuracy.
Project management skills required, and excellent organizational skills.
Ability to work well under pressure, meet frequent deadlines, and prioritize multiple tasks
Excellent oral and written communication (including spelling and grammar) and interpersonal skills are required
Ability to manage a diverse workload in a fast-paced, demanding environment
Ability to work independently and as part of a team
Flexible attitude and the ability to deal well with changing assignments and priorities; willingness to learn and acquire advanced skills and provide support to varied office members

Nice To Haves

Bachelor’s Degree or some college preferred

Responsibilities

Utilize knowledge of multi-line phone system to answer main office phones in a courteous, professional, and timely manner within firm protocols
Greet and screen clients and visitors, referring to appropriate person, coordinating necessary services or office space as necessary
Maintain visitor logs and fobs for guests, visitors, and temporaries, as needed; assists to ensure security procedures are followed and other logs/records are kept.
Maintain parking validation records and appropriately validate parking, if needed
Take initiative to notify security or other personnel as to unusual or suspicious individuals or activities
Coordinates with other staff to ensure that the reception area has coverage during core business hours, if needed
Accurately schedule conference rooms and meetings (including catering requests), prioritizing conflicting or last-minute requests using the firm’s electronic conference room scheduling system or other meeting platforms (including MS Teams or Zoom)
Make travel arrangements, working with in-house travel agency, hotels, conference centers, etc., as needed
Follows office procedures to clear vacated offices of supplies and debris and assists in preparation of office for next occupant
Provides ongoing assistance to the Office Services staff for mail delivery, copy services, and proper disposal of confidential material
Completes copy requests in-house and through outside vendors, meeting deadlines as required
Accurately accounts for pouch contents-incoming and outgoing
Distributes mail
Monitors fax machines to accurately send, route, or distribute incoming faxes
Provides coverage for Records Specialist as needed
Provide special project assistance to firm personnel as needed
Participate and complete assigned core, technological and firm sponsored trainings as required or needed to maintain or advance skills
Assume progressive responsibilities within assigned work and embraces new processes and incorporates new technology to meet demands as they evolve
May handle confidential and non-routine information and explain policies when necessary
Other duties and special projects assigned